Telecommuting

Telecommuting Policy

I. SCOPE

The policies and procedures provided herein apply to all administrative and professional faculty, classified, and non-student wage employees of Northern Virginia Community College at all College locations.

II. POLICY STATEMENT

It is the policy of Northern Virginia Community College to allow or require employees, in appropriate situations, to telecommute. Telecommuting can improve work performance, increase employee retention, reduce commuting costs, reduce departmental costs, allow temporary or permanent job modifications for Return-to-Work and/or the Americans with Disabilities Act compliance, and improve employee’s quality of work life.

Telecommuting agreements must comply with all applicable federal, state and College regulations and laws. Telecommuting may not be suitable for all employees or positions. Telecommuting is not an employee benefit; no College employee is entitled to or guaranteed the opportunity to telecommute.

III. DEFINITIONS Alternate Work Site: An acceptable site for performing job duties and responsibilities outside the

traditional NVCC office.

Telecommuting Memorandum of Agreement: Document signed by the department supervisor and participating employee stating the conditions and description of responsibilities and duties under the Telecommuting arrangement.

Telecommuting: A work option where an employee of Northern Virginia Community College works at an approved alternative work site for an agreed period of time with any remainder of work time spent at the College work site.

IV. RESPONSIBILITIES

A. The Human Resources Director is responsible for the administration and implementation of the Telecommuting Policy.

B. Human Resources will audit and maintain records on Telecommuting agreements for administrative faculty, full and part-time classified, and wage personnel to insure compliance with all College and state policies, as well as state and federal laws. Human Resources will provide training and guidance on the application of the telecommuting policy and procedures, and will maintain all forms and documentation on the HR home page at www.nvcc.edu/hr.

C. Heads of Departments are responsible for assuring that the requests they approve are within the scope of this policy and that they establish the following quality assurance controls, where applicable:

1. All work objectives and tasks must be clearly defined with measurable results for the telecommuting position.

2. The telecommuting position should require minimal supervision and in person contact with customers. The employee should demonstrate work habits and performance suited to successful telecommuting.

3. Annual performance evaluations must indicate performance at the level of at least a "Contributor" or "Good".

4. Telecommuting duties must be arranged so as not to alter the essential job responsibilities nor compromise the level of service provided to the customer, either by the employee or the department.

5. Telecommuters are considered employees of Northern Virginia Community College and must like all employees; adhere to all College and Department of Human Resource Management Polices, as well as state and federal laws.

V. COMPLIANCE

A. All employees wishing to telecommute must complete a Telecommuting Memorandum of Agreement (NVCC 105-109) and secure the approval of departmental supervisors as indicated on the form. Once approved, the supervisor must submit the form to Human Resources before the employee begins working from an alternate work site. Failure to do so may result in the inability to telecommute.

B. Telecommuting Agreements must be reviewed after three (3) months to assure that the needs of the department and customer service requirements are being met.

C. All NVCC policies, rules and practices apply at the approved alternate work site.

D. Failure to follow policies, rules and practices may result in termination of the arrangement and disciplinary action.

E. If the employee wishes to terminate the Telecommuting Agreement and return to work at the place of business, it will be dependent on the availability of facilities or dependent on the availability of position/department.

Telecommuting Procedures

The supervisor and the employee, in consultation with the Human Resources Department, must complete a telecommuting packet. The packet contains a NVCC 105-109 Telecommuting Memorandum of Agreement, a NVCC 105-005 Authorization and Custody Record of Equipment Temporarily Removed From the Campus, and a NVCC 105-110 Telecommuting Site Safety Inspection Checklist. The agreement will provide details of the telecommuting work option and will be signed by the employee and the supervisor, and will be filed with Human Resources.

Telecommuting employees may not act as primary caregivers for dependents during the agreed upon work hours. Telecommuters must make dependent care arrangements to permit concentration on work assignments.

The employee will maintain a telecommuting site that is free from potential hazards. In the event of a job-related injury the employee must report the event to his/her supervisor and the Human Resources Department.

Work Schedule and Accessibility

The required number of work hours will not change due to telecommuting and telecommuters are responsible for reporting time worked, leave used, and for adhering to College and state attendance policies. Compensatory time or overtime must be pre-approved by the supervisor.

The supervisor and employee must maintain a formal weekly schedule. The schedule must state the number of telecommuting hours per week. Telecommuting Agreements must state the number of core hours spent onsite. On site core hours will include: 1) time for direct interaction between the supervisor and the telecommuter, 2) time for direct interaction between the telecommuter, departmental coworkers and other essential team members, and 3) time spent in job related meetings and training sessions.

The supervisor and employee must agree on the manner and timing of communication between the telecommuting site and the central work site. The employee must be reachable via telephone, fax, pager or e-mail during agreed upon core hours of accessibility. The employee and supervisor will agree on how to handle telephone messages, and will designate which persons will be given the employee's alternate work site phone number.

Supplies, Equipment and Furniture

Prior to purchase or installation of college owned equipment, furniture or supplies, the supervisor must authorize any expenditure. All purchasing will follow NVCC’s purchasing guidelines. The department may provide standard office supplies.

The employee will be responsible for providing furniture and equipment at the telecommuting site, unless otherwise specified in the Telecommuting Agreement. College loaned equipment must be noted on the completed NVCC 105-005 Authorization and Custody Record of Equipment Temporarily Removed From the Campus Form. The department and telecommuter must follow the guidelines of Section 12 of the Administrative Services Policy Manual regarding the loan and care of College property.

Employee's telecommuting computers shall be in compliance with all Northern Virginia Community College guidelines for use of hardware and software including virus protection software, licensing provisions, system security and passwords.

Northern Virginia Community College is not responsible for loss, damage, or wear of the telecommuter's own equipment. Repair and replacement costs and liability for privately owned equipment and furniture used during telecommuting is the responsibility of the telecommuter. The telecommuter will be responsible for loss or damage of the Northern Virginia Community College's owned equipment. All College equipment must be returned to NVCC for servicing. Repair and/or replacement costs and liability, for normal use and wear of NVCC property are the responsibility of NVCC. NVCC may pursue recovery from the telecommuter for College property that is damaged or destroyed while in the employee's care.

Reimbursable Expenses

• The department and the employee will negotiate the possible reimbursement of costs relating to long distance calls and/or Internet Service Providers (ISP). If reimbursement is approved, the employee will submit a copy of the phone or ISP bill and proof that the bill has been paid with the reimbursable items highlighted to the supervisor monthly. A NVCC 105-25 Internal Purchase Requisition/Check Request should be submitted to purchasing for reimbursement.

Recordkeeping

All College records and files temporarily stored at the telecommuter's alternative work site remain the property of the College. Products, documents, and records that are used, developed, or revised while telecommuting must be returned to the College when requested, at the end of the telecommuting agreement or termination of employment. Procedures for storage and transfers of College records will be based on the department's needs and equipment availability.

The employee will protect all confidential College information from unauthorized access.